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Decaling and Maintaining Federal Property

Directive Statement

This directive establishes the proper methods of identifying, decaling, and maintaining federal property.

Reason for Directive

Federal property is a special kind of tangible property.  UF acquires federal property several ways.  Federal Property can be purchased with a federal grant or contract, loaned to UF from a federal agency, or donated to UF by a federal agency.  The federal government requires this property to be tracked, so it will have an orange decal AND may also have a white federal decal.

UF uses 3 special codes at the beginning of the tag number to identify federal property:

  • 4910US – Owned by the US Government
  • 4910AO – Owned by an agency like NASA
  • 4910F – Owned by federal surplus or GSA

Examples of federal agencies who provide property to UF are the National Science Foundation (NSF), National Aeronautical and Space Administration (NASA), and the Governmental Surplus Administration (GSA) often referred to as CITRA at UF.  Please review the Acquiring Federal Property Directive for more information.

Who must comply?

All UF Departments.  It is the Property Custodian’s responsibility to identify and safeguard all federal property in their department’s possession.  The Property Custodian will identify Departmental Contacts.

Decal the Federal Property

When the voucher is issued, Asset Management will place the decal or send it to the department for placement.

  1. Each item of property is marked with a decal which contains the asset tag number to establish ownership (i.e. University, Government or Agency owned) of the asset (below is an example of a capital asset decal)
    Capital Asset Inventory Decal
  2. Where available, the decal will be placed on the front of the item for easy scanning
  3. In the event that the nature of the equipment does not allow for the proper placement of decals (i.e. the equipment is in an inaccessible location, the equipment is too small to have a decal placed on it or the value of the equipment would be impaired if decal was placed on it), a picture of the item will be uploaded in the property record in myAssets
    1. In addition, a decal book will be maintained containing the decal and any supporting documentation that will assist in locating the equipment
  4. Once a decal has been placed on the equipment, it must not be removed without notifying Asset Management
  5. If the department knows that the equipment will be used off-site, (i.e. in an employee’s place of residence or in a remote location) the department must apply the decal on the equipment and complete an Off-Site Certification in myAssets before the equipment is removed from campus

Maintain and Safeguard the Capital Asset

To properly maintain, safeguard, and care for capital assets, the department must:

  1. Lock equipment (including attractive items) in secured locations and lock doors when rooms are not in use
  2. Perform adequate maintenance and upkeep of equipment
  3. Train staff on procedures for properly handling equipment (i.e. moving, transferring and cannibalizing equipment)
  4. Not let equipment sit idle for extended periods of time
  5. Store equipment in environmentally suitable locations to prevent corrosion, contamination and damage of sensitive parts

Repair or Rehabilitate Government Owned Equipment

When the necessity arises for major repair or rehabilitation of government owned/furnished property, it must first be approved by the Federal Property Administrator before such repair or rehabilitation may be performed.

Definitions

Decal

Asset tag placed on capital assets, attractive property, and federal property.  Printed on the decal will be a unique tag number, used to identify the item, and a bar code. [Back to Top]

Federal Property

For the purpose of this directive, government owned/furnished property refers to federally owned furniture and equipment, which has been made available to the University for use on a particular contract, grant, or through a specific program, the title of which has remained with the federal government. [Back to Top]

Property Custodian

The University President has final responsibility for all capital assets that are in possession of the University.  Based on specific departments, this responsibility is delegated to the Vice Presidents, Deans, Directors or Chairpersons, or a Designee.  The person to whom this responsibility is assigned becomes the “Custodian” of the assets.  All Custodians must be a full-time EXEMPT employee with direct knowledge of the operations of the department. [Back to Top]

Last Reviewed

05/01/2020: reviewed content

Resources

Off-Site Certification

Toolkits

UF HR Toolkit – Asset Management

Contacts

Asset Management: (352) 392-2556

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